Typical Receiving Procedures

Typical Receiving Procedures14YOU SHOULD BE ABLE TO:Describe the essentials of effective receiving.Generate an invoice and describe its use.Sequence typical invoice receiving procedures. Provide examples of other receiving methods.Summarize good receiving practices.Recall methods that reduce receiving costs.WHAT IS RECEIVING? Receiving is the act of inspecting and either accepting or rejecting deliveries.THE OBJECTIVES OF RECEIVINGObtaining the correct amount and correct quality at the correct time with the correct supplier services for the correct EP cost.Check to see that the delivered order meets these criteria.Control the received products and services.ESSENTIALS FOR GOOD RECEIVINGCompetent and trained personnelProper receiving equipmentAccurate scales for confirming weights (bare minimum)Temperature probes for refrigerated or frozen foodsRulers for checking trim of fat on steaks for exampleCalculator for verifying costKnife for samplingConveyor belts, hand trucks and/or motorized lifts for moving purchasesBar code readerESSENTIALS FOR GOOD RECEIVING (CONT.)Proper receiving facilitiesWell litLarge enough to work inReasonably secureConvenient for drivers and receiversAppropriate receiving hoursCopies of all specificationsCopies of all purchase ordersINVOICE RECEIVINGMost popular techniqueAn invoice, or bill, accompanies the deliveryTYPICAL INVOICE RECEIVING SEQUENCE (CONT.)Acceptance of deliveryReceiving person checks quantityIf no invoice, receiving person creates oneAnother party (chef, department head) may check for qualityCreates time lagProduct may be destroyed by waitingBuyer notified if necessary, who notifies supplierPrice, price extension, taxes checkedSent to storageTYPICAL INVOICE RECEIVING SEQUENCE (CONT.)Rejection of deliveryAll or partRequest for Credit memorandum (or credit slip)Problems with rejectingReturning merchandiseAcceptance of delivery ADDITIONAL RECEIVING DUTIESDate the delivered itemsPrice all delivered itemsCreate bar codesApply “meat tags”HousekeepingUpdate AP pricesBackhaul recyclablesOTHER RECEIVING METHODSStanding order receivingBlind receivingOdd-hours receivingDrop-shipment receivingMailed deliveriesCOD deliveriesGOOD RECEIVING PRACTICESBeware of excess ice, watered-down products or anything else that could add weight to a productCheck the quality of items under the top layerInspect packages for leakage or water damage; swollen cans should be rejectedEnsure that expiration date has not come and goneGOOD RECEIVING PRACTICES (CONT.)Weigh each type of item separatelyBe wary of drivers eager to help unloadDo not sign for incomplete ordersSpot-check portions for proportion weightsGOOD RECEIVING PRACTICES (CONT.)Be careful of closed shipping containers with pre-printed expiration dates, weights, counts, etc.Do not accept re-frozen merchandiseBe careful to not confuse brand names or packers’ brandsTest for acceptable shrinkageRefer to provided specificationsREDUCING RECEIVING COSTSField inspectorsComputerized receivingNight and early-morning deliveriesOne-stop shopping